Privacy Policy

Last updated: 17 July 2026

This Privacy Policy explains how TaskFlow ("TaskFlow", "we", "us") collects, uses, and protects information when your organisation ("your Company," "your Workspace") and its members use the service. Each Company's data is kept separate from every other Company using TaskFlow — nothing you enter is visible to any other organisation.

1.Information We Collect

To provide the service, we collect:

Account information — name, work email, phone number, profile photo, department, and designation, entered by you or your Company's admin/HR.
Work content — projects, tasks, subtasks, comments, file attachments, daily task logs, to-dos, and time entries you create while using the product.
Meeting and calendar information — meeting titles, times, locations, agendas, minutes of meeting, and attendee lists, including anything typed or extracted (via OCR) from files you attach to a meeting.
Messages — chat messages sent to colleagues within your Workspace's Team Chat.
Usage and device data — login timestamps, IP address, browser/device type, and activity logs (e.g. who created or edited a task), used for security and audit purposes.

2.Google Calendar Data

If you choose to connect Google Calendar from your Profile page, TaskFlow requests permission to read and write calendar events on your behalf, solely to keep your meetings in sync between TaskFlow and Google Calendar (creating, updating, and removing events you are invited to or that you organise).

TaskFlow's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Calendar data obtained through this connection is used only to display and synchronise your meetings — never for advertising, and never sold or shared with any third party outside the purpose you connected it for. You can disconnect Google Calendar at any time from your Profile page, which stops all further access immediately.

3.How We Use Information

To operate the core product — task, project, calendar, and meeting management within your Workspace.
To send you notifications about work assigned to you or updates you're tagged in, by email, WhatsApp, and in-app alerts.
To generate reports and dashboards for your Company's own management, scoped to your Company's data only.
To maintain security, prevent misuse, and troubleshoot issues.

4.Email & WhatsApp Notifications

Task assignments, meeting invites, and reminders are sent through a transactional email provider and, where configured by your Company, a WhatsApp messaging gateway. These providers process only the message content and recipient contact details needed to deliver that specific notification.

5.Data Storage & Security

Data is stored on servers operated for TaskFlow and protected with access controls, encrypted password storage, and role-based permissions inside the product. No method of storage or transmission is completely secure, so while we work to protect your information, we cannot guarantee absolute security.

6.Data Retention

We retain your Company's data for as long as your Workspace remains active. If your Company's account is closed, data is retained for a reasonable period afterward in case of accidental deletion or as required by law, then removed.

7.Sharing of Information

We do not sell your information. Data is only shared with:

Other members of your own Company/Workspace, according to the permissions your admin sets.
Service providers who help us operate the product (e.g. email delivery, WhatsApp messaging, Google Calendar sync), solely to perform that function.
Authorities, if required by law.

8.Your Rights

You can review and update most of your own information from your Profile page. For access, correction, or deletion requests beyond what's available there, contact your Company's admin or HR team, or reach us directly at [insert your support/privacy contact email].

9.Cookies & Sessions

TaskFlow uses a session cookie to keep you signed in and remember basic preferences (such as light/dark mode). We do not use third-party advertising or tracking cookies.

10.Children's Privacy

TaskFlow is a workplace tool intended for use by employees of registered Companies and is not directed at, or knowingly used by, children.

11.Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the "Last updated" date above.

12.Contact Us

Questions about this policy can be directed to [insert your support/privacy contact email].